Leicester Racecourse

Privacy Policy

Leicester Racecourse

  PRIVACY POLICY   Policy statement   Leicester Racecourse (‘we’, ‘us’, and ‘our’) is committed to fully complying with all the requirements of the General Data Protection Regulation (GDPR).   Scope  This data protection policy explains how we will comply with our responsibilities and obligations under the GDPR and applies to:
  • All personal data whose use is controlled by us, whether kept on paper or electronically (i.e. Computers);
  • All our staff and any of our data processors.
NB: This policy should be read and used in conjunction with our other following policies:
  • Internet and email policy;
  • Social media policy;
  • Cookies policy;
  • Mobile phone and mobile devices policy.
Objective  The objective of this policy is to:
  • Ensure we follow the principles of personal data;
  • Ensure personal data is processed in a consistent manner throughout the organisation at all times;
  • Clarify responsibilities for implementing, complying and monitoring this policy;
  • Give guidance to staff and data processors about how to identify and minimise the risks of breaching the GDPR as well as the possible consequences of doing so.
Definitions   Personal datameans any information relating to an identified or identifiable person ('data subject') such as a name, postal/email address or an identification number. Examples of personal data typically processed by us are:
  • First and last names;
  • Postal and email addresses;
  • Telephone numbers;
  • Bank account and payment card details;
  • Identity documents (e.g. passports & driving licence);
  • Identity numbers (e.g. National Insurance and Bank accounts);
  • Career & educational documents (e.g. CVs & qualifications);
  • Any contact information (e.g. next of kin);
Special categories of personal datameans personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation and data concerning criminal convictions or offences. Examples of special category personal data typically processed by us are:
  • Health and medical information about players and other staff;
  • Information about gender, ethnic origin and race of children in community programmes;
  • CCTV imagery (which includes facial recognition);
  • Staff sickness records.
Data subjectmeans any individual whose personal data is processed by us. Examples of our data subjects are:
  • Raceday Guests & Customers;
  • Owners, Trainers and Jockeys;
  • Employees, Interns and Volunteers;
  • Next of kin;
  • Job applicants;
  • Sponsors;
  • Clients;
  • Suppliers;
  • Contacts.
Processing means any use of personal data such as the collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure, dissemination, erasure and destruction. NB: This means that virtually anything we do with personal data will be processing. Data controller means the organisation which decides the purposes and means of the processing of personal data   NB: We are the data controller for the purposes of this policy.   Data processormeans an individual or organisation that processes personal data on our behalf. Examples of our data processors are:
  • NucleusHR;
  • Nest;
  • Clarity;
  • Premier Racing Safety
  • BHA;
  • Constant Security
  Personal data breach means a breach of security leading to the accidental, or unlawful, destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed.   Consent means any freely given, specific, informed and unambiguous indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data.   Staffmeans anyone working at or for us including:
  • Board members;
  • Directors;
  • Permanent, interim and temporary employees;
  • Trainees;
  • Interns;
  • Volunteers;
Principles of data protectionPersonal data shall be:
  • Processed lawfully, fairly and in a transparent manner;
  • Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (‘purpose limitation’);
  • Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’);
  • Accurate and, where necessary, kept up to date (‘accuracy’);
  • Kept for no longer than is necessary (‘storage limitation’);
  • Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).
Roles and responsibilities Our Board Members and Directors have ultimate responsibility for ensuring compliance with GDPR, the principles of data protection and this policy.   The Data Controller has day-to-day operational responsibility for ensuring we comply with the GDPR and the principles of data protection and this policy.  They can be contacted at dataprotection@leicester-racecourse.com     All staff have a responsibility to comply with the GDPR, the principles of data protection and this policy when carrying out their duties.   Line managers are responsible for supporting staff’s adherence with this policy.   All data processors have a responsibility to comply with the GDPR, the principles of data protection and this policy when carrying out their contractual and statutory obligations to us.   Failure to comply with this policy may result in legal and/or disciplinary action.   RightsData subjects’ have the right to: 
  • Be informed about the collection and use of their personal data;
  • Access their personal data;
  • Rectification of inaccurate personal data;
  • Erasure (deletion) of their personal data (also known as the ‘right to be forgotten)*;
  • Restrict processing of their personal data*;
  • Data portability - to easily move, copy or transfer their personal data;
  • Object to
7.1.  processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);7.2.  direct marketing (including profiling); and7.3.  processing for purposes of scientific/historical research and statistics;
  • Appropriate decision-making in relation to automated decision making and profiling.
*This is not an absolute right and only applies in certain circumstances.   How We Collect DataWe may obtain your data through a variety of means, including (but not limited to):
  • when you purchase or use any of our products or services;
  • via enquiry, registration, and live chat platforms;
  • via feedback forms and forums;
  • when you fill out a survey, or vote in a poll on our website;
  • via cookies. You can find out more about this in our Cookies Policy;
  • via our telephone calls with you, which may be recorded;
  • when you provide your details to us either online or offline; and
  • when you provide a service to us (as a supplier).
  Subject Access Requests Any data subject may make a Subject Access Request, (‘SAR’).  Anyone member of staff or data processor in receipt of a SAR must pass it on to their line manager as soon as possible as a matter of urgency.   Security All staff and data processors are responsible for ensuring that any personal data which we are   responsible for is kept securely. Examples of keeping personal data secure are:
  • Paper files/records should be kept in locked cabinets when not in use;
  • Monitors/computer screens should be visible only to those who need to see them;
  • Paper files/records should not be removed from our business premises without appropriate authorisation;
  • Desks should be cleared when not in use;
  • Personal data no longer required for day-to-day use should be sent to secure archiving.
Disclosure (sharing)This includes the disclosure (sharing) of personal data by:
  • Staff with other teams /departments; and
  • Staff with third parties/other organisations (including our data processors);
  • Our data processors to third parties.
Personal data must not be disclosed unless the recipient is authorised to have access to that personal data and then only in accordance with the GDPR. Examples of unauthorised recipients are:
  • Family members;
  • Friends;
  • In certain circumstances, the police.
Staff and data processors should exercise great caution when asked to disclose personal data and if in doubt should seek advice from their line manager before doing so.   All decisions to disclose personal data must be recorded and all such disclosures must be specifically authorised by the General Manager.   CCTV
Leicester Racecourse use GDPR-compliant facial recognition system for security and legal purposes.  As a Company, we use accurate, adequate and only relevant data for the minimum amount of time necessary to fulfil the purpose of processing.  We reserve the right to pass such imagery to any legal authority if required to do so.   Retention Personal data must not be kept for any longer than is necessary and only in accordance with our retention policy.   Disposal (deletion) When it is no longer necessary to keep it, personal data must be disposed of securely. This means that:
  • Paper will be shredded on site, or disposed of externally as confidential waste;
  • Computer equipment will be disposed of securely by specialist contractors.
Transfer outside the EEAThe GDPR generally prohibits the transfer (sending) of personal data outside the European Economic Area (EEA) unless:
  • An ‘adequacy decision’ has been made for the destination country; or
  • The transfer is subject to appropriate safeguards; or
  • A ‘derogation’ can be relied upon, e.g. –
    • Where it is necessary for the conclusion or performance of a contract that we have with the data subject or another person; or
    • It is in our legitimate interests (this will only be available to and used by us in very limited circumstances);
    • With the data subject's explicit consent (this can only be available to and used by us in very limited circumstances).
  These restrictions mean that personal data cannot be freely transferred outside the EEA and that it will be a breach of the GDPR to do so unless any such transfer can be made in accordance with the above.   All decisions to transfer personal data outside the EEA must be specifically authorised by the Data Controller.   Data protection Impact assessments A data protection impact assessment (DPIA) is a process to help identify and minimise the data protection risks of a project.   The GDPR includes a new obligation to conduct a DPIA for types of processing likely to result in a high risk to individuals’ interests and is good practice for any major new project which requires the processing of personal data.   Any circumstances where a DPIA may be required should not be undertaken without the approval of your line manager.   Marketing The rules about sending marketing messages, mean, in summary, that we should not contact individuals without being satisfied that they do not object to hearing from us and that by contacting them we are not being a nuisance to them.   Contact us If you have any questions or queries in relation to your private information, please do not hesitate to contact David Maykels, General Manager and Data Protection Officer for Leicester Racecourse by email on dataprotection@leicester-racecourse.com

Leicester Racecourse

A classic venue for racing, dining & events

LEICESTER RACECOURSE WEATHER

Affiliates

Bodie Hodges Foundation
The Bodie Hodges Foundation supports families across Leicester, Leicestershire & Rutland who have been bereaved of a child of any age and promotes organ donation. Our vision is to give hope to families bereaved of a child by providing a range of services that support grieving families and encourage them to rebuild and remember.   For Further information please visit our website www.bodiehodgesfoundation.co.uk
Motion
Motion Printready
Motion are one of Leicester's leading POS and print production companies, specialising in Large Format Print, Digital printing and cutting.



www.motionlimited.com
William Hill
William Hill
Founded in the UK in 1934, William Hill is a recognised and trusted brand in the global sports betting market. Opening our first store in 1966 we have a retail estate of over 1,400 shops and operate on over 35 UK racecourses, including Leicester. Visit us in one of our shops or online at


www.williamhill.com 
  
TOTE
TOTE
For more than ninety years, Tote has been at the heart of racing – both at Leicester Racecourse and at www.Tote.co.uk

www.tote.co.uk

Berkley Logo
Berkeley Insurance Group
Everyone needs insurance, but who they buy it from can make the biggest difference of all. By choosing Berkeley Insurance Group as your broker, you will be working with a team that is not only capable, but also committed and resourced.Our specialists have market leading expertise and technical knowledge.They understand the risks you face and will make sure you get the cover you need at the very best price. And if you do need to make a claim that’s when you really will understand the difference we make.
Our claims team will be there for you - from the moment you first contact us, they will take personal responsibility and support you throughout. We’re always happy to have a discussion.

www.berkleyinsurancegroup.co.uk
Rainbow Logo
Rainbows Childrens and Young Peoples Hospice
“As the East Midlands’ only hospice for children and young people, we provide vital care and support to families impacted by life-limiting conditions.   Your support means we can provide end of life care, symptom management, short breaks and respite care. We can also be there to support parents and siblings through their bereavements.   Our team are there for families when they need us the most, but we couldn’t do our work without the help of people like you. We know that together we can bring more love, smiles and laughter to our children, young people and families.”

www.rainbows.co.uk




Pertemps
Pertemps Network Group (PNG)
Pertemps Network Group (PNG) is the UK’s largest privately-owned recruitment agency. In 2021, it will celebrate 60 years of serving UK businesses with staffing solutions on a permanent, temporary and contract basis. Comprising a diverse range of specialist recruitment teams, PNG has won multiple awards and accolades for outstanding client and candidate service across both the public and private sectors.


www.pertemps.co.uk

NucleusHR
NucleusHR
Keeping abreast of the ever-changing rules and small print to legislation around staffing and human resources can be more than a full-time job.  Especially now.  

Getting HR right can improve and increase productivity, staff retention, results and, potentially, profitability, as a result.  Get it wrong and you’re opening yourself up to unnecessary – and needless - disputes.   

But don’t worry, you’re not alone…

NucleusHR provides additional resource, back-up and skills to business leaders in Leicestershire and across the UK to ensure you’re in the best position to make the most of your staffing.

With over 23 years’ experience, NucleusHR provides specialised expertise across all HR disciplines and all business sectors.

For further information about NucleusHR and the services on offer, please visit nucleushr.com. Alternatively, you can contact Toni Robinson directly on 07960 418494 or toni@nucleushr.com.

www.nucleushr.com


The Nottingham Label
The Nottingham Label Company Limited
As a well-established group of printing companies, helping our customer's businesses to present, promote, label and market their products and brand. We are an innovative supplier to the Racing and Sporting industry, Blue-chip companies and small independent businesses We have approvals for a number of major retailers.

www.nottinghamlabel.co.uk
Hope Against Cancer
Hope Against Cancer
Hope Against Cancer is Leicestershire and Rutland’s local cancer research charity. We fund cutting-edge research in our area and have made clinical trials available to local people. We strive for a future where more people survive cancer. We do this by funding innovative research that leads to improved treatments and better outcomes for local people.

We work in partnership with local universities and hospitals to make sure that Leicestershire is a hub of expertise in cancer research and treatment. Since we were set up in 2003, we have funded over 60 research projects tackling many different forms of cancer.

www.hopeagainstcancer.org.uk
Molson Coors
Molson Coors
For more than two centuries Molson Coors has been brewing beverages that unite people for all of life’s moments. From Coors Light, Miller Lite, Molson Canadian, Carling, Doom Bar and Staropramen to Coors Banquet, Blue Moon Belgian White, Saint Archer Gold, Leinenkugel’s Summer Shandy, Creemore Springs and more, Molson Coors produces some of the most beloved and iconic beer brands ever made.


www.molsoncoors.com



Visit England
Visit England
VisitEngland is the country’s national tourist board. Its role is to grow the value of tourism by working in partnership with the industry to deliver inspirational marketing campaigns and to provide advocacy for the industry and our visitors. The organisation’s work is underpinned by robust research and customer insights.

www.visitengland.com
A Trouble Halved
A Trouble Halved
We are a full service creative design agency, based in Stratford-upon-Avon, formed in February 1993 with one simple aim - to make your life easier by creating design that works at a price that is right.

www.athdesign.co.uk

Leicester Racecourse - For a great day out!

LEICESTER RACECOURSE
Leicester Racecourse Co Ltd, Oadby, Leicester LE2 4AL
Tel: 0116 271 6515

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